Claims Administrative Assistant

SUMMARY: Responsible for providing administrative support to ensure efficient operation of the Claims Department, which includes: supporting supervisors, claims litigation counsel, and claims employees in the home office and field through a variety of tasks related to the operation of the Claims Department.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides daily administrative support to Claims Supervisors and Claims Litigation Counsel (preparing letters, printing and/or electronically delivering claim files, transcribing statements, issuing payments, posting drafts, images documents to claim files, preparing Certified Mail/Fedex packages, photocopying and faxing).
• Provides daily administrative support to Home Office and Field Staff (transcribes dictation consisting of recorded statements, statement summaries, updates to claim files; downloads statement CD’s and .wav files to claim files, submits ISO information, requests police reports, images documents).
• Maintains the Vendor System (verifies W-9 forms are collected, correct, and imaged before vendors are set up/activated, reviews returned 1099’s; works with A&B IRS Tax letters to verify information).
• Sorts, images, and distributes mail for the Claims Department.
• Reviews all claim drafts presented for payment to verify proper endorsement. 
• Prepares Letter of Experience at Supervisor’s request detailing client’s loss history.
• Assists with consumer calls as part of the Active Call Directory (ACD) Group for the Department.
• Issues expense and loss payments on weekly and monthly bulk billings from specific vendors in a timely manner.
• Monitors E-Subrogation Hub, and distributes electronic subrogation notices to claims personnel.
• Downloads, removes, and edits documents on Silo, within the claims tab.
• Assists with training personnel as needed.
• Coordinates all draft printer functions, inventories, orders, and maintains office supplies for the Department.
• Assists with storm claims as needed.
• Provides excellent customer service to all external and internal customers, and maintains good working relationships with field and Home Office personnel.

EDUCATION and/or EXPERIENCE

Claims Administrative Assistant– High School graduate or General Education Degree (GED)

Senior Claims Administrative Assistant– High School graduate or GED plus three years of general office experience, or as a Claims Administrative Assistant

QUALIFICATIONS

• Ability to learn and operate claims-related software
• Takes responsibilities seriously and consistently meets MOFB’s expectations for quality, service, and professionalism
• Consistently presents a calm, competent, and professional image to the public and other MOFB employees
• Responds to work assignments and requests by being cooperative and available while being able to adjust priorities quickly as situations change.
• Consistently delivers accurate, clear, and concise messages orally and/or in writing.
• Listens attentively to others and actively asks questions to confirm understanding and avoid miscommunications.
• Engages in continuous learning opportunities to further develop skills and capabilities in procedures and principles.
• Co-operate with team members to contribute to the achievement of MOFB’s goals and mission.
• Ability to research and compile information and exercise good judgment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, reach with hands and arms, and talk or hear.  The employee frequently is required to stand; walk; and use hands and fingers to handle or feel.  The employee is occasionally required to stoop, kneel, crouch, or crawl.  The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 30 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.  Can be noisier due to conversations, phone calls, office and environmental equipment.